Technology in Architectural Practice

I help guide the technology strategies for a mid-sized, 2-location architecture/interiors firm. We struggle with determining best practices for File Storage & Management. We use Microsoft for email, Word, Excel, etc, and the evolution of Teams has amplified this problem. We still have each projects' data stored on our company server in an extensive project-standard file structure, but most project teams set up a basic folder structure on a Teams site, which they share with consultants and sometimes clients. This has led to plenty of "where can I find that file??" questions. Files shared externally often use the Teams site, but may also use OneDrive/SharePoint. 

We have plenty of unanswered questions for those who may be a bit further ahead on this journey:

• Does anyone have a successful 'hybrid' approach?
• Do you use Teams for cloud file storage or a different platform?
• How do you handle different privacy tiers? Are files organized based on who should have access to them (company only, consultants, and external)? 
• Do users have a difficult time adopting and following a new cloud-based file management structure?
• What advantages have you found with cloud-based file storage?
• How do you handle large, non-native files like Lumion, Rhino, Revit non-cloud files, Sketchup, etc. that need to be downloaded to a user's desktop before opening?
• Do you have functional issues with Teams-hosted files, like files crashing more frequently or strange formatting?
• What are some other issues we should be aware of?

Thank you in advance!

Hi Brian,

I'm trying to get my company to move in the same direction you described. I've started testing TEAMS in a setup where each project has its own Site, and within that Site I create a Team with channels dedicated to different aspects of the project. Right now I'm mainly experimenting to uncover potential issues (like archiving, accessing old files and documents, etc.).

If I understand you correctly, this approach replaces the long lists of project folders (see attached) with a SharePoint hub where each active project or department has its own Team Site (also attached), and each Site/Project then has an associated TEAM with dedicated channels (also attached).

This is the structure I'm hoping to implement, but I'd like to fully understand the details before rolling it out. The tricky part is that our IT team hasn't been much help. Did you work with a consultant to set yours up? If so, could you share their info with me?

Thanks,

Hello Andrew, 
Hello Everyone

First time posting in the AIA communities. 

File Management & Storage. 
We have an alphanumeric combination for our project folders, starting with the year and a sequential project number, followed with a 3-5 letter Code Name for the project. 
For instance: 2501.AIA
Year 2025, first project of the year and AIA, for American Institute of Architects. This helps keeping the sequential order for the projects. (The icon helps us identify whether it is delivered, a work in progress, or if it was not awarded to the office). As per projects file storage we use internal servers or Google Drive. 

And for the internal folders of the projects we're using the phase naming for an IPD method (even if it is a DBB, the phases still apply). And a subfolder by file types in those phases.

------------------------------
Carlos E. Cabrera Munoz, Intl. Assoc. AIA
M.Arch.
www.camuz.com

Promontory
11440 West Bernardo Court, Suite 300
San Diego, CA. 92127
US
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Original Message:
Sent: 08-26-2025 10:40 AM
From: Marc Robert
Subject: File Storage & Management - Cloud, Server, or Both?

Hi Brian,

I'm trying to get my company to move in the same direction you described. I've started testing TEAMS in a setup where each project has its own Site, and within that Site I create a Team with channels dedicated to different aspects of the project. Right now I'm mainly experimenting to uncover potential issues (like archiving, accessing old files and documents, etc.).

If I understand you correctly, this approach replaces the long lists of project folders (see attached) with a SharePoint hub where each active project or department has its own Team Site (also attached), and each Site/Project then has an associated TEAM with dedicated channels (also attached).

This is the structure I'm hoping to implement, but I'd like to fully understand the details before rolling it out. The tricky part is that our IT team hasn't been much help. Did you work with a consultant to set yours up? If so, could you share their info with me?

Thanks,

------------------------------
Marc Robert AIA
Perez APC
New Orleans LA
------------------------------


Original Message:
Sent: 08-19-2025 05:50 PM
From: Brian L. Van Winkle AIA
Subject: File Storage & Management - Cloud, Server, or Both?

We've been fully on Teams and using it as a cloud-based server for more than 4 years. ALL files; projects, admin, resources, marketing, HR, etc. are on Teams.

The major unlock is to sync project team sites to your local computer using Onedrive. With modern internet speeds, this is plenty fast for us, even with large files. We use BIM360 for all of our Revit files. That one feature would resolve most of your questions / concerns.

You can create private channels and restrict access. We keep a restricted "financial" channel in each project Team site.

We allow client access to a channel that we use for deliverables. Most clients don't use it much but like the idea that they can download stuff whenever they want.

We also allow consultants access to certain channels.

Brian Van Winkle, AIA

Architect | Principal | Direct: (314) 324-2542
Vessel Architecture & Design | Denver

• Define a central "source of truth" for each file type
• Create a permissions matrix for internal vs. external access
• Offer short onboarding guides or visual maps of the file structure